200 Workplace Safety

201: First Aid and Medical Service

Safety Policy & Procedure Manual
Section 200: Workplace Safety
Effective: 11/10/2003
Revised: 9/27/2013

Purpose

To provide guidelines for emergency medical plans and the provisioning and placement of first aid kits. 

Policy

Emergency Medical Plan
Oregon Safety Codes state that every place of employment having more than one employee must have an emergency medical plan.  If a physician or an ambulance with an emergency medical technician is available within 30 minutes of the place of employment, the "emergency medical plan" is the posting of the emergency 911 number on or adjacent to operating telephones.  If the place of employment is not within 30 minutes of a physician or equipped ambulance, the emergency medical plan shall consist of:

  1. Communication: a two-way radio, telephone, or provision for emergency communication to contact an ambulance, physician, or hospital.
  2. Transportation: the availability of transportation to a point where an ambulance can be met or to the nearest suitable medical facility.
  3. A qualified first aid person (Red Cross training within the past three years). Supervisors are to inform employees of the first aid person’s identity.  The name can also be posted by first aid kits and updated as necessary.

First Aid Supplies
The Oregon State Safety code requires that first aid supplies be available in close proximity to all employees.  The required supplies are based upon the intended use and types of injuries that could occur in the work environment.  Each department is responsible for determining how many first aid kits are needed for its work areas and the development of a program for maintaining these kits.  First aid kits and replacement supplies are available through the Facilities Services stores.  See Safety Instruction 6 "First Aid Kits and Supplies."

Cross Reference

See SAF 102: Emergency Response.

Additional Information

First Aid Training
Individual first aid training is available through the local Red Cross office, and through the OSU Dixon Recreation Center.

202: Personal Protective Equipment

Safety Policy & Procedure Manual
Section 200: Workplace Safety

Purpose

To protect University employees who work in areas where physical hazards or the potential for physical hazards exist.

Background Information

The Occupational & Safety Health Administration (OSHA) and American National Standards Institute (ANSI) standards require protection for the head, eyes, ears, skin, feet, hands, respiratory system, and/or body under certain hazardous working conditions.

Policy

A general rule to follow is "use of personal protective equipment is required when there is a reasonable probability that injury or illness can be prevented by such equipment."

Reasonable engineering controls, such as increased ventilation, are preferable to personal protective equipment.   When employees are required to wear personal protective equipment, the cost of the equipment should be considered a departmental expense.  

Supervisor Responsibility
Supervisors or instructors should consult with Environmental Health and Safety (EH&S) (7-2273) or another qualified person to assess hazards in areas where their employees work.  A determination will be made as to which areas require the use of personal protective equipment and the type and quality of the necessary equipment.  Supervisors and instructors are responsible for ensuring that workers, students, and visitors wear the protective equipment as specified.

An effort has been made to make the more common personal protective equipment readily available, either through the Chemistry Stores (7-2271), the Facilities Services Tool Room (7-3390), or EH&S.  See SAF-Ex1: Personal Protective Equipment Locations for a list of specific locations where Personal Protective Equipment may be obtained.  The cost of this equipment may be charged against any approved departmental account.  Supervisors who do not have ready access to these campus facilities may obtain personal protective equipment through any approved commercial safety equipment supplier.  However, supervisors should consult EH&S to ensure that the type of equipment selected is appropriate.

Supervisors are responsible for training their employees so they are able to identify situations that require the use of personal protective equipment and know how to properly use, care for and maintain the equipment.

Employee Responsibilities
Employees are required to wear personal protective equipment when determined necessary.  Please see SAF-Ex4:List of Personal Protective Equipment.

203: Accident Investigation

Safety Policy & Procedure Manual
Section 200: Workplace Safety
Revised: 03/24/2008

Purpose

To determine how and why failures occurred and to prevent similar or more serious additional accidents.

Background Information

Most accidents are caused by the failure of people, equipment, materials, or environments to behave or react as expected.  Accident investigations are an important part of the University’s accident prevention program.

An important aspect of the entire accident prevention effort is the University's ability to record and track the complete accident experience.  This includes not only accidents to employees, but also to students, visitors, and volunteers.  The Report of Accident form has been developed to provide the accident related information in a uniform manner.  The information is then sent to University organizations that oversee loss control and employee benefit programs, such as the Office of Human Resources (OHR) and Environmental Health and Safety (EH&S).  These organizations can then direct their efforts and resources to the areas of greatest concern.

Policy

All accidents that occur on the job and result in injury must be investigated and reported in a timely manner.  Late reports result in unnecessary fines and delayed claims. 

Incidents (accidents involving no medical claims or time lost) must be reported on a Report of Accident form. Accidents involving medical claims or time lost must be reported on the SAIF 801 form (State of Oregon Worker’s and Employer’s Report of Occupational Injury and Disease) and the Report of Accident form.

Supervisor Responsibility
Supervisors are responsible for performing an accident investigation of all injury related accidents.  Accident investigations are to be conducted with prevention in mind and should not be done to place blame. 

Employees or Volunteers
The supervisor must discuss the incident with the employee or volunteer and any witnesses before completing the reports.  The supervisor must also make any necessary changes in procedures or conditions to prevent similar accidents.

Students or Visitors
All injuries incurred by students and visitors at the University should be investigated and reported.  The responsibility for reporting has been assigned to the instructor or department administrator who was in charge of the area, class, or function during which the student or visitor was injured.  The injury is reported on a Report of Accident form and it is important to include all pertinent information about the accident and the names of any witnesses.

Procedure

Report of Accident Form
The Report of Accident form should be completed as soon as possible after the accident.  Forms are available from OHR.  The form's purpose is to gather facts on how the accident happened, names of witnesses, and what medical treatment was required.  A copy of the completed Report of Accident form must be sent to Human Resources Staff Benefits.  If an accident involving an employee eventually requires medical treatment or involves time lost, the original Report of Accident form is sent to OHR with the SAIF 801 form.

The Office of Human Resources is responsible for sending a copy of the Report of Accident and SAIF 801 forms to EH&S who may decide to investigate the accident further.  Supervisors should assist EH&S in this investigation because of the lag time associated with the written reports.  All serious accidents should also be reported by telephone to EH&S as soon as possible.

SAIF 801 Form
The SAIF 801 Form must be completed in addition to the Report of Accident for all on-the-job injuries that cause lost work time and/or require off-campus medical attention. This form is used to claim payment of benefits for an occupational injury or illness.  Forms are available from OHR and completed forms must be filed with OHR within 48 hours of the accident. 

Questions regarding Workers' Compensation claims, Report of Accident forms, or SAIF 801 forms may be addressed to the Office of Human Resources, at 7-2916.

204: Building Evacuation Planning

Safety Policy & Procedure Manual
Section 200: Workplace Safety
Revised: 02/26/2004

Purpose

To expedite emergency building evacuations in case of fire, bomb threat, or other emergency condition.  

Policy

Each major building should have a standing committee responsible for emergency building evacuation. 

Building Manager Responsibility
The Building Manager is responsible for establishing this committee and acts as its chair.  The Building Evacuation Committee is made up of at least one evacuation monitor for each floor of the building.  For large buildings, monitors should be designated for each wing or sub-unit of the floor.

When the evacuation alarm (fire alarm) is sounded, monitors will report to their assigned areas and assist people in finding the exits.  They will see that all occupants evacuate the building and facilitate the movement of those individuals requiring assistance.  The evacuation plan should include a description of where to meet outside the building.

Employee Responsibility
Each building occupant should learn the location and operation of fire alarms and fire extinguishers in the work area.  Employees are authorized and have the responsibility to use them in an actual emergency.  Each employee should know the location of at least two exits in the building location and be able to find exits in total darkness.  Fire doors should never be blocked open.  Each building occupant must learn to recognize the evacuation alarm and know how to call the fire department from campus (911).

Persons Needing Assistance
During both evacuation drills and actual emergency evacuations, persons needing assistance should be helped to the nearest fire escape window or stairway door, for their increased protection and to make rescue easier for trained emergency personnel.  In no case should such action obstruct the exit ways for others or subject the participants to injury.  Monitors should inform emergency responders where (which fire rescue area) persons needing assistance are located.

Fire Alarm Tests
Facilities Services Maintenance is responsible for coordinating annual tests of the fire alarms in buildings.  These tests may be combined with building evacuation drills discussed below.

Emergency Evacuation Drill
Evacuation drills train personnel for the actual event, and the regular scheduling of such drills is encouraged.  The Building Evacuation Committee plans and monitors evacuation drills in cooperation with EH&S (7-2273).

205: Safety Rules

Safety Policy & Procedure Manual
Section 200: Workplace Safety
Revised: 07/25/2013

Purpose

To provide guidelines for safe work practice. 

Background Information

The Safety Rules are intended to serve as guidelines for safe work practice.  They were developed to provide basic safety information for the different work environments found at OSU, based on prudent safety procedures and state safety codes.  These Safety Rules do establish a minimum level of safety behavior that, if followed, can reduce accidents.

Policy

The Safety Rules should be one of the tools used for initial safety training, however, they should not be considered as complete and may not include all necessary precautionary measures.  Departments and supervisors are encouraged to establish added safety rules that are specific to their individual work situations. 

Supervisor Responsibility
Supervisors are responsible for providing and documenting the initial and continuing safety training necessary to allow employees to perform their work safely.  This must be a joint effort between the supervisor and employee and must include frequent work observations by the supervisor and prompt correction of observed unsafe work habits.

New employees experience a high number of injuries, primarily because they may be unfamiliar with proper safe work procedures.  To reduce this vulnerability, supervisors must ensure that new employees receive the appropriate initial safety training. (See Safety Training Documentation.)  The Office of Environmental Health and Safety can provide additional safety training information.

Employee Responsibility
All employees are required to perform work in a safe manner.  Knowledge of appropriate safe work procedures and safety rules is essential.  Employees must comply with established safety rules and keep their work areas free of hazards by correcting unsafe conditions or by reporting them to supervisors in a timely manner.

Safety Training Documentation
Supervisors must perform a safety orientation with new employees as soon as possible after hire date.  This initial safety orientation is a good time to provide safety information to the new employee regarding hazardous chemicals in the work area, as required by the Hazard Communication and Training Program.

All new employees, with the exception of student workers, receive the Acknowledgment of Safety Rules, Emergency Procedures and Hazard Communication Training form as a part of their benefits package issued by the Office of Human Resources.  Supervisors are responsible for providing the new employee with a copy of the Safety Rules that apply to the work assignment, and to provide a copy of the acknowledgement form to student employees.  Supervisors are also responsible for reviewing the Safety Rules and emergency procedures with the new employee and jointly completing and signing the form.

Signing the form shows only that the employee has been instructed in safety procedures.  The signature does not exclude the employee from any compensation by SAIF for disease or injuries received on the job, regardless of cause.  Supervisors are to return the completed form to Environmental Health & Safety.  A copy should be retained in the employee's departmental personnel file.

Safety Rules

Environmental Health and Safety has a Library of Safety Instructions that includes documents on the following topics:

  1. Classroom Safety
  2. Construction Safety
  3. Crane and Hoist Safety
  4. Electrical Safety
  5. Elevated Work Surfaces
  6. Food Service Safety    
  7. Forklift Safety
  8. General Safety Awareness
  9. Health Care Environment
  10. Housekeeping and Custodial Safety
  11. Laboratory Safety
  12. Material Handling
  13. Motor Vehicle Maintenance
  14. Office environment
  15. Painting Safety
  16. Physical Labor Safety
  17. Shop Safety
  18. Welding and Burning

206: Vehicle Safety

Safety Policy & Procedure Manual
Section 200: Workplace Safety
Revised: 04/29/2004

Purpose

To provide safe and economical operation of all vehicles used for OSU purposes.

Applicability

This policy applies to all vehicles used for official state business, whether owned by or loaned to OSU, and to private vehicles owned or used by the employees, students, and volunteers, if carrying passengers who are also on official state business. 

Background Information

This policy applies to all vehicles used for official state business, whether owned by or loaned to OSU, and to private vehicles owned or used by the employees, students, and volunteers, if carrying passengers who are also on official state business. 

Policy

All vehicles used for OSU business shall be used legally, courteously, and safely.  Drivers that have a valid driver license and are acting at the direction and under the control of a department, unit, or officially sanctioned program of OSU, may drive any way or for any purpose that is lawful and necessary to carry out the official business of the University.  Whenever a drivers drive otherwise, they are personally liable for all driving costs and related risks.

Supervisor Responsibility
Supervisors are responsible for being aware of, adhering to, and assuring their employees comply with all policies and regulations covering use of OSU vehicles and private vehicles on official state business.

Vehicle Usage
Oregon State University vehicles may be used only for official state business.  The use charge for the vehicle must be paid from an appropriate state account.  “Official state business” means any activity conducted in conformance with these regulations and directed and controlled by OSU to advance the lawful purposes of the University.  Any vehicle use contrary to the law or these regulations shall mean the driver is acting outside the definition of official state business and the driver shall be personally liable for any damage to the vehicle or harm to other parties or property.

Authorized Drivers
All vehicles used for official state business must be driven by a driver authorized by a Dean, Director, or Department Chair.  Regular employees, contract employees, students, and volunteer workers engaged in the performance of official state business may be authorized to drive OSU vehicles as long as they meet the driver qualifications listed below.  An “Oregon State University Drivers Authorization” form must be completed for every authorized driver and a copy sent to Transportation Services.  The form must be updated annually for students and volunteers.

Driver Qualifications

  1. Driver has a valid U.S. driver's license. International drivers' licenses are not acceptable.
  2. Driver has not been convicted of a major traffic offense in the last three years.
  3. Driver has had satisfactory driving experience with the type of vehicle being checked out.  Motor Pool Transportation Services may require performance tests for certain vehicles.

Traffic Conviction
No person convicted within the past three years of a major traffic offense shall be permitted to drive vehicles owned by or loaned to OSU for official state business, or to drive a private vehicle if carrying passengers on official state business.

Major traffic offense includes the following:

  • Reckless driving as defined in ORS 487.550.
  • Driving while under the influence of intoxicants, as defined in ORS 487.540.
  • Failure to perform the duties of a driver involved in an accident or collision, as defined in ORS 483.602(1) and (2) and 483.604.
  • Driving while license is suspended or revoked, as defined in ORS 487.560.
  • Fleeing or attempting to elude a police officer, as defined in ORS 487.555.
  • Driving after being declared to be a habitual offender, as set forth in ORS 484.740.

Passengers
Passengers, unless performing official state business, may not ride in an OSU vehicle.  The employee's spouse may accompany a full-time employee as a passenger with prior approval of the employee's department chairman.

Travel in Private Vehicles
Travel for official state business in private vehicles owned or used by employees, students, and volunteers shall be authorized only in accordance with these regulations. Authorized drivers of private vehicles used for official state business are to comply with the vehicular safety, operation, and maintenance rules included herein.  Drivers authorized to operate private vehicles must be advised of their responsibility to carry liability insurance.

Student Driver Permits
Department heads or their designated alternates must complete an Oregon State University Drivers Authorization form for student drivers before the time of vehicle use.  The requester is responsible for checking to see that the student driver meets the driver qualifications listed herein.  Authorization forms are available from the Motor Pool Transportation Services department.

Vehicle Accidents
All accidents involving OSU-owned vehicles and private vehicles used for official state business must be reported to Transportation Services within 24 hours from the time of the accident.  Serious accidents should be reported immediately if possible.

Accident Review Board
Members of the Accident Review Board are appointed by the Vice President of Finance and Administration.  The board is charged with the review of each accident/incident involving OSU-owned vehicles engaged in OSU business to determine whether or not the accident/incident was preventable.  In the case of a preventable accident, the board may recommend appropriate disciplinary action to the responsible administrative office.  The board’s responsibility extends only to accidents involving OSU-owned vehicles.

Vehicle Safety
An annual safety inspection is required for all OSU-owned vehicles.  Operable seat belts are required for every person to be transported.

For passenger-carrying vehicles, the following equipment is also required:

  • Tire chains
  • Flares
  • Ice scraper
  • Flashlight
  • Service station credit cards
  • Fire extinguisher
  • First Aid kits
  • Accident report blanks
  • Instructions for handling emergencies
  • Trauma kits are available at the Motor Pool Transportation Services for use by groups traveling long distances and involving travel in remote or isolated sections of the country.
  • Vehicles that are placed on line for dispatch from Transportation Services will have been checked for fuel, oil, tire condition, items listed above as appropriate, and any other problem that may be visible to trained personnel.

Travel Conditions
Prior to the trip, drivers should evaluate the route, weather conditions and other circumstances to determine if additional safety equipment is necessary.  No OSU vehicle will be driven when weather conditions create an unacceptable risk to the health and safety of passengers.  Vehicles traveling continuously for over four hours and carrying passengers must have provisioned for a relief driver.  Rest stops are to be made every two hours where practical.  Drivers should file itineraries describing destinations and anticipated departure and return times.

207: Earthquake Preparedness

Safety Policy & Procedure Manual
Section 200: Workplace Safety
Revised: 05/27/2004

Purpose

To provide emergency guidance to the University community prior to, during and after an earthquake.

Background Information

An earthquake is one of the few disasters where assistance from cities, such as Salem or Eugene, and the American Red Cross may not be immediately available.  If a major earthquake hits the area, OSU must be prepared to provide its own resources for an unlimited period of time.  Evacuation from the campus is not recommended, unless in the aftermath of an earthquake there is the additional threat of fire or other serious hazard.

Policy

Before an Earthquake
University departments are encouraged to reduce or eliminate seismic hazards related to building contents because non-structural items (such as unsecured building contents) usually cause problems during earthquakes.

Manager Responsibilities:

  • Ensure that employees know emergency procedures and the location of emergency exits, fire alarms and fire extinguishers.
  • Hold staff meetings periodically to discuss emergency procedures and the course of action to be taken during emergencies.
  • Establish an emergency plan for the departmental area.
  • Encourage employees to take the following actions listed below, on the job and at home, to reduce potential earthquake hazards.

Office Buildings and Libraries

  1. Heavy overhead objects that could fall and cause injury during an earthquake should be secured or moved lower.
  2. Secure heavy or tall objects that can potentially block exits. Examples are computer terminals, tall bookcases, file cabinets, and lockers.
  3. Equipment on low standing furniture (desktop computers, terminals, printers, typewriters, etc.) should be secured in place with velcro-to-velcro patches.  Use theft-resistant locks whenever possible.
  4. Take special precautions to secure computer equipment, as many activities and operations are dependent on computer systems. Consider the need for an emergency power supply.
  5. Be ready to move away from windows and glass partitions.  They can break during an earthquake.
  6. Cross-brace and secure all bookshelves. Rear canted shelves are also advantageous.

Laboratories and Shops

  1. Secure items that could present a hazard during an earthquake, such as heavy equipment, furnishings, chemicals, gas cylinders, and experimental apparatus.
  2. Properly store all chemicals on shelves equipped with seismic restraining strips or with cabinets closed with positive latching doors. “Bungee” cords stretched across the front of chemical shelves are an inexpensive yet effective means of restraining chemical bottles from flipping over.
  3. Move all heavy overhead storage to floor level.
  4. Brace and secure specialized heavy and expensive analytical instruments and computers.
  5. Anchor heavy and large laboratory or shop equipment to the floor.

At Home

  1. Bolt down or otherwise secure fixtures and appliances, particularly water heaters and other gas-fired appliances.
  2. Use flexible connections wherever possible. Fasten shelves to walls.
  3. Brace or anchor high-standing or top-heavy objects.
  4. Know how to turn off gas, water, and electricity.  Contact local utilities companies with any questions.
  5. When constructing or remodeling a home, observe building codes that are designed to minimize earthquake hazards.
  6. Plan emergency procedures.  Keep basic emergency supplies on hand.  Conduct drills, particularly with children.

Emergency Supplies

  • Basic first-aid kit and Red Cross first aid handbook. (Take training now in first aid and CPR.)
  • Flashlight and portable battery operated radio; check batteries frequently.
  • Extra batteries
  • Emergency items can be kept in the trunk of a car as well as at home and office (extra clothing, comfortable shoes, water container, freeze-dried foods, blanket, first-aid kit, flashlight, etc.).

During an Earthquake
What occurs in high-rise buildings varies from building to building and from floor to floor.  Lower floors will shake rapidly, much like smaller buildings.  Unsecured books, plants, chemical bottles, etc., will fall from shelves.  Top-heavy furnishings will fall over. Unsecured light fixtures and ceiling panels may fall.  On upper floors, movement will be slower, but the building will move farther from side to side.  Unsecured furniture will slide across the floor.  Objects will topple from shelves.  Windows will break.  Whether you are at home, in a low building, or a high-rise building, there are steps you can take to lessen the threat of a major earthquake.

  1. You will experience momentary panic when your plane of reference begins to dance.  This should pass in a few moments.  If the shaking is severe—enough to cause damage—you will find it difficult to walk.
  2. Do not rush outdoors, since most injuries occur from falling glass, fixtures, plaster, bricks, debris, and electrical lines as people are leaving buildings.  STAY PUT!
  3. Sit or stand against an inside wall or doorway or take cover under a desk, table, or bench (in case a wall, ceiling, or furnishings should fall).  In high-rise buildings, doorways may not necessarily be the safest place to stand; taking cover under a heavy desk or table is preferred.
  4. Stay away from all glass surfaces (windows, mirrors, etc.)
  5. Do not attempt to restrain falling objects unless they endanger your life.
  6. If you are outdoors, remain there.  Move into the open.  Do not stand under overhangs on the outside of buildings.  Move away from power lines, and stay in the open areas away from all structures.
  7. If on or near the beach, leave immediately and get to high ground. A seismic sea wave (tsunami) could occur.

After an Earthquake

  1. Aftershocks may occur at any moment with nearly the same force as the original quake. BE PREPARED.
  2. Move cautiously and observe your surroundings for hazardous situations.
  3. Check for injuries and provide first aid and CPR where necessary.
  4. Seek help by phone, if necessary, for emergency aid.  Do not tie up phone lines with unnecessary calls to home, relatives, or friends.
  5. If you detect gas or any foreign odors, do not use any matches or candles.  Open windows, shut off power, leave the building immediately, and report the problem to authorities.
  6. Do not touch downed power lines or objects touched by downed lines.
  7. If your building has obviously suffered damage, wait until the initial shake is over and then evacuate the building using proper evacuation procedures.  DO NOT USE ELEVATORS!  Go immediately to open areas, such as parking lots.  Wait until authorities announce that it is safe to enter the building.
  8. Do not spread rumors.  They often do great harm following disasters.
  9. Tune in to local radio stations for information and damage reports.
  10. Above all—remain calm! Think before you act and resist the urge to panic!

208: Lock Out Tag Out - Energy Control Program

Safety Policy & Procedure Manual
Section 200: Workplace Safety
Revised: 06/24/2004

Purpose

The OSU energy control program outlines clearly defined procedures for the control of hazardous energy. 

Applicability

These procedures cover the servicing and maintenance of equipment that could cause serious injury to employees when an unexpected energizing, start up, or release of stored energy occurs. 

Definitions

Authorized employees

Employees trained in lockout/tagout procedures.

Affected employees

Employees working on or around this equipment, but not trained in the lockout/tagout procedures.

Policy

The primary method used to control hazardous energy is the utilization of lockout/tagout procedures.  All sources of energy, including electrical, mechanical, hydraulic, pneumatic, chemical, gravitational, and thermal, need to be considered.

Lockout versus Tagout
Lockout shall be the exclusive method used for the isolation of all energy sources that are designed to accept a locking device.  Tagout devices, such as tags or signs, must be used if a locking device cannot be attached to the control switch or valve.  Tags and their means of attachment are to be substantial enough to prevent inadvertent or accidental removal.  Nylon cable ties are the recommended method of tag attachment.  Whenever major replacement, repair, renovation, or modification of equipment is performed, and whenever new equipment is installed, the energy control switch or valve for that equipment shall be able to accept a locking device.

Procedure

Responsibilities

Responsible Party Actions
Supervisors
  1. Identify equipment that has hazardous energy characteristics and for providing instruction on the lockout/tagout procedures to employees who work on that equipment. (Training materials are available through Environmental Health and Safety, 7-2273).
  2. The supervisor of each university unit that uses the lockout/tagout procedures will perform an annual inspection of the energy control procedure in the unit to ensure that the requirements of OR-OSHA lockout/tagout rules are being followed.  The basic rule mandates that all equipment shall be locked or tagged to protect against accidental or inadvertent operation when such operation could cause injury to personnel.
  3. See Training and Communication in this document.
Employees Inquire with supervisor to see if lockout/tagout training is appropriate.
Outside Personnel If engaged in activities requiring the control of hazardous (Contractors) energy, they must use a lockout/tagout program. The OSU construction inspector and the outside contractor are to inform each other of their respective lockout or tagout procedures and determine the lockout/tagout program that will be used.
OSU Construction Inspector Inform the outside contractor of their respective lockout or tagout procedures and determine the lockout/tagout program that will be used.

 

Training and Communication
Training will be provided to ensure that employees understand the purpose and procedures of the energy control program and that the knowledge and skill required for the safe application, usage, and removal of lockout/tagout devices are conveyed to employees.

Responsible Party Actions
Supervisors
  1. Train each authorized employee in the recognition of applicable hazardous energy sources,  the type and magnitude of the energy available in the work place, and the methods and means necessary for energy isolation and control.
  2. The supervisor of each university unit that uses the lockout/tagout procedures will perform an annual inspection of the energy control procedure in the unit to ensure that the requirements of OR-OSHA lockout/tagout rules are being followed.  The basic rule mandates that all equipment shall be locked or tagged to protect against accidental or inadvertent operation when such operation could cause injury to personnel.
  3. The supervisor will instruct each affected employee in the purpose and use of the energy control procedure.

Minimum Training Requirements:  Tagout Authorized employees will be trained in the following limitations of tags:

  • Tags are essentially warning devices affixed to energy isolating devices, and do not provide the physical restraint on those devices normally provided by a lock.
  • When a tag is attached, it is not to be removed except by the authorized person responsible for it, and it is never to by bypassed, ignored, or otherwise defeated.
  • In order to be effective, tags must be legible and understandable by all employees whose work operations are or may be in the area.
  • Tags and their means of attachment must be made of materials that will withstand the environmental conditions encountered in the work place.
  • Tags may evoke a false sense of security, and their meaning needs to be understood as part of the overall energy control program.
  • Tags must be securely attached to energy-isolating devices so they cannot be inadvertently or accidentally detached during use.

NOTE: Employee Retraining will be conducted whenever a periodic inspection reveals, or whenever there is reason to believe, that there are deviations from or inadequacies in the employee’s knowledge or use of an energy control device.

Documentation of Training

Responsible Party Actions
Supervisors Complete documentation showing that employee training has been accomplished.

209: Confined Space Entry

Safety Policy & Procedure Manual
Section 200: Workplace Safety
Revised: 02/22/2012

Purpose

To protect employees from the hazards associated with entering and conducting operations in confined spaces.

Definitions

Confined Space

A space defined by the existence of ALL of the following conditions:

  1. Large enough and so configured that an employee can physically enter and perform assigned work; and
  2. Limited OR restricted means for entry or exit; and
  3. Not designed for continuous employee occupancy.

Permit-Required Confined Space

A confined space that has, in addition to the three conditions that define a confined space, ONE OR MORE of the following characteristics:

  1. Contains or has a known potential to contain a hazardous atmosphere;
  2. Contains a material with the potential for engulfment of an entrant;
  3. Has an internal configuration such that an entrant could be trapped or asphyxiated by inwardly converging walls or a floor which slopes downward and tapers to a small cross-section; OR
  4. Contains recognized serious safety or health hazards.

Background Information

Certain environmental conditions within a confined space pose special dangers to workers because the space configurations hamper efforts to protect themselves from serious hazards. 

Policy

Employees shall not enter a Permit Required confined space until appropriate safety measures have been taken to ensure a safe environment.

Responsibilities
Safe entry into a confined space is the joint responsibility of the supervisor, the attendant and the employee who enter the space.  Each entry into a confined space must be evaluated by the supervisor of the employee entering the space to determine the hazards involved and the appropriate safety measures, procedures, and controls.  Supervisors must ensure that confined space entry procedures are followed and that personnel understand and comply with all safety requirements.  Employees must inform their supervisor of any departure from required procedures.

Environmental Health and Safety (EH&S) is responsible for assisting supervisors in the identification, evaluation and labeling of all confined spaces in facilities controlled by OSU.

Identification
EH&S will maintain a list of all known confined spaces.  Supervisors must report to EH&S all locations in their work space that may be considered confined spaces so these areas can be evaluated and labeled with a sign if required.  The configurations of some confined spaces do not readily allow for the installation of a sign.  For example, all sewer and storm drains that are entered through a manhole are to be considered permit required confined spaces, whether labeled as such or not.  Employees must not rely solely on the existence of a warning sign.  Employees must be trained by their supervisor to recognize areas that may be confined spaces and not enter these areas until a determination is made.

Written Procedures
To protect employees, OSHA standards require employers to institute a “permit system” for entering certain confined spaces.  All Oregon State University locations must develop written site-specific procedures on how to evaluate and enter permit-required confined spaces.  The entry permit system must include written permits.  Copies of completed permits should be kept as part of the departmental operating records.  OSU Safety Bulletin Instruction Number 2 describes and establishes the written procedures for the Corvallis campus.

Training
Every employee who participates in a confined space entry project must have the understanding, knowledge, and skill necessary for the safe performance of duties assigned for the confined space entry, as part of the employee’s safety training. Supervisors are responsible to see that each of their employees has been provided the appropriate safety training.

Contractors
When a contractor is expected to perform work in a confined space, the University’s contractor liaison will inform the contractor that the space is considered a permit-required confined space.  The contractor will be advised of the elements that establish the permit-required confined space and the associated hazards.  The contractor will also be advised of the facility’s written confined space procedures.  The contractor will be required to contact an OSU representative at the completion of the entry to discuss any hazards confronted or created during the entry.  When both a contractor and OSU employee will be making a joint entry, the OSU employee’s supervisor will coordinate the entry.

210: Safety Training

Safety Policy & Procedure Manual
Section 200: Workplace Safety
Revised: 02/22/2012

Purpose

To identify available safety training and record keeping requirements.

Background Information

Many OR-OSHA, DEQ, and DOT regulations require safety training for employees who perform certain functions, or work in certain environments.  These regulations also require that this training be documented and a training file be maintained.

Policy

Required Safety Training
Supervisors are responsible for:

  1. identifying the types of safety training required for each of their employees
  2. ensuring that such training is provided to employees, and
  3. documenting all safety training.

Required safety training can be included in the initial employee training at the time of hire, and job-specific training throughout the period of employment.

Procedures

Safety Training Sources
Supervisors can provide initial safety training for their new employees by using the Safety Rules located in SAF 205: Safety Rules of this manual.  Supervisors should use SAF-Ex2: Safety Training Identification Worksheet to identifying the required job-specific safety training.  The Safety Training Identification Worksheet has been developed by Environmental Health and Safety (EH&S) helps a supervisor decide whether an employee needs any of the required job-specific training.  Safety training can be provided by the supervisor, by EH&S or other OSU personnel, or by an outside training provider.  OSU Safety Instruction Number 35 further describes the safety training requirements and provides information on specific training programs available through EH&S and outside training providers.

Record Keeping
Documentation and record keeping are important elements of the training process.  EH&S provides a service to keep track of all employee safety training.  This tracking system should be used to record safety training.  A Safety Training Completion form has been developed by EH&S to aid in this process.  Supervisors are responsible for documenting all safety training, and it is important to capture all the information requested on the form for each training session.  Supervisors must send a copy of the form to EH&S.

211: Golf Cart/Utility Vehicle Policy

Safety Policy & Procedure Manual
Section 200: Workplace Safety
Effective: 12/06/2005

Purpose

To establish standards for to the safe operation and use of Golf Cart/Utility Vehicles at Oregon State University.

Background Information

Departments at Oregon State University provide Golf Cart/Utility Vehicles to employees so they may fulfill their job related duties.  Golf Cart/Utility Vehicles are used to transport equipment and people, patrol the campus grounds, and for campus maintenance activities.  This policy establishes consistent standards regarding:

  • Vehicle Operating Standards,
  • Department & Driver Responsibilities,
  • Operator Requirements & Standards
  • Golf Cart/Utility Vehicle Condition and Standard Safety Features, and
  • Accident Reporting Procedures.

Compliance with these standards will ensure the safe operation of these vehicles for the campus community; including Golf Cart/Utility Vehicle drivers, vehicle operators, cyclists, and pedestrians.

Policy

Golf Cart/Utility Vehicles owned by Departments at Oregon State University may only be used for official department/University business by university employees, student employees, and university approved volunteers who are associated with a university department. Golf Cart/Utility Vehicles may not be used for personal business such as unauthorized home-to-office travel, which will be considered vehicle misuse.

Knowledge of and compliance with applicable state laws, rules, regulations and policies are the responsibility of the driver and noncompliance may result in suspension of user privileges.

Procedures

Vehicle Operating Standards

  • Golf Cart/Utility Vehicle operation is governed under Oregon Revised Statutes and operators are subject to the rules of the road, including stopping, turning and safe operation.  Golf Cart/Utility Vehicle operators observed in violation of these rules can be cited by the police. Oregon State Police on campus are responsible for enforcing these statutes.
  • Drivers must have a valid Oregon drivers’ license with a satisfactory driving record, an updated drivers’ authorization on file with the OSU Motor Pool and their administrative unit, and no major traffic offenses.
  • Golf Cart/Utility Vehicles are to be operated at speeds no greater than 15 MPH or as safety concerns demand.  Operators should always consider the terrain, weather conditions, and existing pedestrian and vehicular traffic, which may affect the ability to operate the Golf Cart/Utility Vehicle safely.
  • Golf Cart/Utility Vehicle operators will stop at all “blind intersections” and then proceed with caution.
  • Golf Cart/Utility Vehicles will be operated only within the confines of University property.
  • Golf Cart/Utility Vehicles may only cross
  • 35th street at Jefferson and Campus Way (No Golf Cart/Utility Vehicle will be driven on 35th Street).
  • Western Blvd. at 26th Street. Golf Cart/Utility Vehicles may only travel on Western Blvd. between Reser Stadium and 17th Street.
  • Golf Cart/Utility Vehicles are not to be driven on any landscaped area unless it is the only available way to gain access to the specific area where work is being performed.  If the Golf Cart/Utility Vehicle must be on a landscaped area in order to allow a pedestrian(s) the proper right-of-way, it should be brought to a full stop, then immediately returned to the designated driving surface as soon as the area is clear.
  • Golf Cart/Utility Vehicles will be operated in such a manner that they do not impede or interfere with normal pedestrian or vehicular traffic flow on sidewalks, ramps or roadways.  In that respect, Golf Cart/Utility Vehicles will be operated on service drives and roadways whenever possible, rather than on sidewalks designed primarily for pedestrian use.
  • Golf Cart/Utility Vehicles will be operated with the utmost courtesy, care, and consideration for the safety of pedestrians. 
  • Pedestrians will be given the right-of-way at all times.
  • Golf Cart/Utility Vehicles will not be parked:
  • in Fire Lanes
  • in metered parking spaces
  • in DMV Disabled Parking
  • in Reserved Parking
  • within 20 feet of the main entrance/exit of any building in any manner that would impede the normal flow of pedestrian traffic

University Department Administrative Responsibilities

Supervisor Responsibilities                                                                          

  • Supervisors will assure that each employee in their department, who operates a Golf Cart/Utility Vehicle, is properly advised of this policy.
  • Supervisors are responsible for obtaining a signed copy of the Golf Cart/Utility Vehicle Safety Guidelines Acknowledgement form from each employee in their department who operates a Golf Cart/Utility Vehicle, attesting to the employee’s knowledge and understanding of, and agreement to abide by, the Golf Cart/Utility Vehicle policy.  This signed Acknowledgement must be completed and placed in the employees personnel file, prior to the employee driving a Golf Cart/Utility Vehicle.
  • Drivers must have a valid Oregon drivers’ license with a satisfactory driving record, an updated drivers’ authorization on file with the OSU Motor Pool (and in the administrative unit), and no major traffic offenses.
  • Departments should provide a minimal amount of hands on training prior to an employee driving a Golf Cart/Utility Vehicle.
  • Departments will implement procedures for the control of Golf Cart/Utility Vehicles registered to them.  Such procedures may include the use of a “sign-out log” for keys.

Employee/Operator Requirements & Standards

  • No one under the age of eighteen (18) will operate a Golf Cart/Utility Vehicle.
  • Golf Cart/Utility Vehicle operators are responsible for the security of ignition keys during the time that a Golf Cart/Utility Vehicle is assigned to them.  Any time a Golf Cart/Utility Vehicle is unattended, the ignition will be turned off, and the key will be removed from the ignition and kept in the possession of the authorized operator.
  • Golf Cart/Utility Vehicle operators are not permitted to drive while wearing devices that impede hearing, e.g., stereo headsets, earplugs, etc.
  • All passengers must be in seats designed for such use.  No passengers are allowed to be transported in the truck beds or on the sides of Golf Cart/Utility Vehicles with the exception of the transport of an injured person secured on a backboard.
  • Cell phone usage while driving a Golf Cart/Utility Vehicle is prohibited.
  • Employees will not operate Golf Cart/Utility Vehicles registered to other departments unless the supervisor of the department to which the Golf Cart/Utility Vehicle is registered has granted prior approval.

 Golf Cart/Utility Vehicle Condition and Standard Safety Features

  • Golf Cart/Utility Vehicles owned by OSU Departments will be equipped and maintained with working headlights, and taillights (two red lights, one each located on the opposite sides at the rear of the Golf Cart/Utility Vehicle that stay on during night operations).
  • Golf Cart/Utility Vehicles’ physical condition should appear to be new condition (no dents, dings, cracked fenders, etc.)
  • Golf Cart/Utility Vehicles purchased prior to 8/1/2005 or Golf Cart/Utility Vehicles donated for events without headlights and/or taillights are to be used only during day time operations.
  • Electric turn signals are required for night time operation; hand signals suffice for day time operation.
  • Golf Cart/Utility Vehicles will be equipped with a working horn or bell and a “Slow Moving Vehicle” sign.
  • Golf Cart/Utility Vehicles will not be modified in any manner that affects the recommended mode of operation, speed or safety of the Golf Cart/Utility Vehicle.

Golf Cart/Utility Vehicle Maintenance Responsibility

  • Each Golf Cart/Utility Vehicle operator is responsible for providing timely notification of safety and maintenance concerns to the supervisor of the department to which the Golf Cart/Utility Vehicle is registered.
  • Supervisors will be responsible for seeing to the timely repair of such concerns and, if the Golf Cart/Utility Vehicle cannot be operated safely without said repairs taking place, the Golf Cart/Utility Vehicle will be taken “out of service” until the repairs are completed.
  • The department of ownership is responsible for the cost of maintenance of the Golf Cart/Utility Vehicles. 
  • The department of ownership is responsible for the cost of repairing damage to the Golf Cart/Utility Vehicle caused by regular use or an unpreventable accident. 
  • The department of ownership is responsible for the cost of repairing damage to the Golf Cart/Utility Vehicle caused by misuse, abuse or a preventable accident.
  • The department of ownership is responsible for maintaining the Golf Cart/Utility Vehicles’ condition so that the cart/vehicle’s appearance looks to be in new condition (no dents, dings, cracked fenders, etc.)

Accident Reporting Process

  • All accidents involving a Golf Cart/Utility Vehicle will be reported immediately to the supervisor of the department to which the Golf Cart/Utility Vehicle is registered and to the Department of Public Safety/Oregon State Police, regardless of whether property damage or personal injury occurred.

Policy Variance Procedure

  • If a department administrator believes that a variant of a portion of the Golf Cart/Utility Vehicle is warranted, she or he should submit their request for a variance to the Director of Public Safety.  If the Director of Public Safety determines that the requested variance is in line with the spirit of this policy, a variance may be granted.  If such a variance is granted, the Director of Public Safety will inform the Safety Committee that such a variance has been granted and provide the Committee with the rationale for the variance. The Safety Committee shall take into consideration the Director of Public Safety’s comments as to whether future similar variances are appropriate as an impetus to revise the Golf Cart/Utility Vehicle Policy.

212: Animal Handlers Policy

Safety Policy & Procedure Manual
Section 200: Workplace Safety
Revised: 2/22/2012

 

Purpose

The primary goal of the OSU Animal Handler Occupational Health and Safety Program is to evaluate and, if necessary, address potential risks that may be associated with the use of animals in the workplace. Enrollment in this program is mandatory for all OSU personnel who have substantial animal contact, including faculty, classified staff, faculty research assistants, research associates, technicians, graduate students, post-doctoral students, undergraduate students, visiting faculty, and others involved with animals.

Definitions

Animal

Any live, vertebrate animal.

Animal Facility

Any and all buildings, rooms, areas, enclosures, or vehicles including satellite facilities, used for animal confinement, transport, maintenance, breeding, or experiments inclusive of surgical manipulation. A satellite facility is any containment outside of a core facility or centrally designated or managed area in which animals are housed for more than 24 hours.

Risk Assessment

The process by which risks associated with working with animals (such as hazardous biological, chemical, or physical agents; allergens; or zoonoses) are identified.

Risk Management

The process by which identified risks are managed through such actions as education, training, personal protective equipment, zoonoses surveillance, or immunization.

Risk Training and Education

A program of training and education about areas of risk when working with animals in general or with specific species.

Supervisors

Department chairs, faculty, and other OSU employees or affiliates who have oversight of University employees, students, or other individuals and who are involved with animals; those individuals who are not OSU employees but are affiliated through courtesy or adjunct appointments may serve as supervisors.

Policy

It is the policy of Oregon State University to comply with all pertinent Federal, State, and local regulations regarding the provision of personnel health programs for individuals who have animal contact.An occupational health and safety program must be a part of the overall animal care and use program and should focus on maintaining a safe and healthy workplace. The program should be based on risk assessment, risk management, training, preventive medicine, and medical treatment.

All persons involved in animal research, care, and handling (including animal fluids and unfixed tissues) as defined by this policy, shall participate in the university animal handler occupational health and safety program. Supervisors (department chairs, faculty and other OSU employees or affiliates who have oversight of University employees, students, or other individuals) are responsible for implementing this policy with individuals under their supervision.

General

A risk-based assessment of all persons involved in animal contact is performed to determine the level of participation in the OSU program. This assessment is initiated by a review of information provided on the completed Animal Contact Review and Initial Health Surveillance Questionnaire (ACRIHSIQ). This assessment considers hazards:

  • Posed by the animals
  • From biological, chemical, or physical agents used in the animal activity
  • Arising from susceptibility of personnel.

Preventative Medicine

Participants are enrolled in the program prior to contact with animals. Each participant completes an ACRIHSIQ, which requires input from both the participant and their supervisor. The completed form is sent to the OSU Student Health Services (SHS) for risk assessment. A copy of the first section of the form, which outlines safety training and use of hazardous biological, chemical and physical agents, is forwarded to Environmental Health & Safety (EH&S). No medical information is included in the first section of the questionnaire.

If screening identifies potential health risks, SHS providers will further evaluate participants, provide immunizations, order titers, give occupational medicine recommendations, and refer as appropriate. Additional consultation is available through the Corvallis Clinic or Oregon Health Sciences University, and technical assistance is available from the OSU Laboratory Animal Resources Center (LARC) and EH&S. Individuals who decline participation in the medical evaluation portion of the program may do so by signing appropriate waivers acknowledging their awareness of risks.

Medical care of OSU personnel for work related injuries or illness will be provided by the employee's primary health care provider.

Allergies

Employees will be asked about allergies associated with animal handling. Employees with a history of preexisting animal allergies or asthma will be provided with information and training as appropriate, and if needed will be referred to other medical providers.

Immunizations

All participants will have the following vaccinations documented through their ACRIHSIQ:

  • Immunization with tetanus and diphtheria toxoids adsorbed (Td) will be updated according to recommendations of the Immunization Practices Advisory Committee (ACIP) of the Center for Disease Control. Booster doses will be recommended as needed.
  • Other vaccination recommendations will be determined on an individual basis after the risk assessment that reviews animal species, risk exposure, and personal health issues. SHS, with added consultation as needed from the Biosafety Officer, LARC or the Principal Investigator of the project, will make this determination.

Animal-Related Illness, Injury, or Unsafe Condition

  • Individuals must notify their supervisor of suspected zoonoses or suspected work-related illness or work-related injury.
  • Supervisors must report work-related illness or injury as defined in the OSU Safety Manual.
  • Bites and scratches should be flushed immediately with water and then scrubbed with soap and water prior to reporting for treatment. Injured personnel should report for medical attention unless the injury is very minor.
  • During clinic hours, it is highly recommended that students go to SHS for treatment or referral.
  • Employees (faculty and staff) should report to the Corvallis Clinic Occupational Health department for treatment or referral during clinic hours.
  • In the event of clinic closure, all injured personnel should go to a local health care facility or the emergency department, depending on the nature of the need.
  • Employees, students, volunteers, and visitors should report all unsafe conditions, practices, or equipment to the supervisor, instructor, the University Safety Committee or EH&S whenever deficiencies are noted.
  • Non-OSU affiliated individuals should see their normal health provider.

Training

Training will include personal hygiene, occupational hazards (including injuries that might be incurred while working with specific species and allergies), zoonoses, and other safety/health risks related to animal contact. Initial training is documented on the ACRIHSIQ and signed by both the supervisor and the participant. Training topics presented will include, but not be limited to:

Personal Hygiene

For Animal Biosafety Level II or higher, the department will provide animal handlers with suitable clothing, laundry arrangements and storage for street clothing as determined by the supervisor. Eating, drinking, and smoking are prohibited in all animal rooms.

Personal hygiene for biosafety is discussed in the OSU Biosafety Manual

Serum Banking

The OSU Biosafety Officer will assess which program participants, if any, should submit a serum sample for storage based on risk assessment. Storage and maintenance of sera will be the responsibility of SHS.

Individuals Covered Under Policy

OSU Employees

  • Enrollment in this program is mandatory for all personnel for which OSU has responsibility and who have substantial animal contact. This includes but is not limited to faculty (including courtesy and adjunct faculty), classified staff, faculty research assistants, research associates, technicians, graduate students, post-doctoral students, student employees, visiting faculty, professional degree students, and any others involved with animals as defined under this policy. Volunteers or visiting clients should be apprised of health and safety issues by the appropriate OSU contact person at the animal site.

Non-OSU Individuals

  • Non-OSU individuals are those who are non-employees working on non-OSU projects, but using animals on OSU facilities. This group of individuals will comply with this program. Cost for compliance (i.e. vaccinations) will be the responsibility of the non-OSU individual or their employer.
  • Non-OSU individuals who are affiliated with OSU through courtesy or adjunct appointments are required to follow this policy as if they were OSU employees, due to their affiliation appointment with the university. Cost for compliance will be the responsibility of the affiliated individual or their employer.

Students

  • OSU students will not normally be required to enroll in the animal occupational health and safety program if their only exposure to animals is limited to structured, or centrally scheduled credit-courses. However, the class instructor should provide them with information about any health considerations relative to the species with which they will be working.
  • Veterinary students and veterinary technicians receive additional services, such as rabies vaccination, under the direction of the College of Veterinary Medicine.

Enrollment Process

  • Participants will be formally enrolled using the OSU ACRIHSIQ for each individual who is listed on an IACUC Animal Care and Use Proposal (ACUP) or employee position description as working directly with animals. The questionnaire is completed at the time a new ACUP is submitted for review, when new personnel are added to the ACUP, or when requested during the hiring or employee review process. The principal investigator and the participant must complete this form.
  • The LARC will enroll animal care personnel covered by the scope of this policy.
  • Instructors of classes using animals will be responsible for providing the class students with information about
    • species specific information
    • personal hygiene information
    • risk issues to humans

Cost

Services delivered by SHS will be subject to user-fee charges. Charges will be applied for any risk assessment when health issues are identified, as well as all required inoculations. The referring supervisor will provide information to SHS about the university account to charge for the services.

Responsibility for Program Components

1. Risk Assessment

  • Managed and evaluated through review of a two-part form (ACRIHSIQ):
    • initial screening to identify potential health risks and proper training;
    • review of pertinent medical information by SHS
  • Complemented by:
    • a review by specific oversight committees for hazardous biological, chemical, and physical agents.
    • a review of an activity by the IACUC.
  • Assessments are based on information collected on the OSU ACRIHSIQ and on other forms used by oversight committees for animal use and hazardous biological, chemical, and physical agents. The individual employee's job description may also be used to assess risk as necessary.

2. Risk Management

  • Managed by the supervisor of animal handlers.
  • Managed by class instructors.
  • Managed by department chairs and unit heads in ensuring awareness and accountability by members of the department or unit on this policy.
  • Managed by the SHS, EH&S, and the LARC.
  • Managed by the review processes for specific OSU oversight committees for hazardous biological, chemical and physical agents.

Enforcement

Research or teaching activities which involve individuals who are not enrolled in the occupational health and safety program, but are working with animals, will be interrupted or terminated at the discretion of the IACUC.

The Laboratory Animal Resources Center (LARC) will ensure compliance to this policy for all employees hired through LARC.

Additional Resources

Animal Contact Review and Initial Health Surveillance Questionnaire

Annual Health Surveillance Questionnaire

Zoonoses

Communicable Diseases Center (CDC)

213: Automated External Defibrillator (AED) Program

Safety Policy & Procedure Manual
Section 200: Workplace Safety
Effective: 11/20/09
Policy Contact: Environmental Health & Safety

Introduction

The goal of an Automated External Defibrillator (AED) program is to increase the rate of survival of people who have sudden cardiac arrests. AED programs are designed to provide equipment and training as an important means for providing enhanced life safety response measures. AEDs make it possible for lay responders to administer defibrillation prior to the arrival of Emergency Medical Services (EMS)

Oregon State University is committed to the health and safety of its students, faculty, staff and visitors. This policy establishes an AED program for the OSU campus that will:

  • Implement enhanced life safety response measures,
  • Meet regulatory compliance,
  • Provide continuity and consistency across campus in AED installation, maintenance and use and,
  • Establish AED user training requirements.

Policy Statement

University departments and other units that voluntarily choose to acquire an AED must comply with this policy and are hereafter referred to as an AED owner.

All places of public assembly that have 50,000 ft2 or more and where at least 25 persons congregate on a normal business day will be required to possess at least one AED and therefore must comply with this policy where noted.  A list of campus buildings where this requirement applies will be maintained by EH&S.

Scope

This policy and related procedures set forth the standards and responsibilities for the installation, modification, replacement, repair, inspection, maintenance, and non-medical response of AEDs on the OSU campus.

Definitions

       Automated external defibrillator (AED): A computerized medical device that analyzes heart rhythm to detect cardiac arrest and delivers an electric shock to the heart (defibrillation) if necessary.

          AED owner/applicant: An OSU department or unit who acquires an AED.

            AED department manager: A department member assigned to coordinate that    department’s AED program.

          AED policy committee: The University Health & Safety Committee (UHSC) will function   as the policy committee, with a minimum quorum comprised of EH&S, Student Health, and Department of Recreation Sports.

       AED program coordinator: The Department of Environmental Health and Safety will provide coordination of the OSU AED program.

       Sudden cardiac arrest: A significant life-threatening event when a person's heart stops or fails to produce a pulse.

Liability and Good Samaritan Laws

Oregon state law allows for the use of an AED during an emergency for the purpose of attempting to save the life of another person who is, or who appears to be, in cardiac arrest. Accordingly, Oregon law also expressly provides immunity from civil liability for those who obtain and maintain AEDs, and those who use such devices to attempt to save a life. Oregon Revised Statue Code 30.800, the Oregon Good Samaritan Act, provides that a person who in good faith renders emergency care and assistance, without compensation, shall not be responsible for civil damages for any acts of omissions during the provision of emergency care, except where gross negligence or reckless, wanton or intentional misconduct occurs.

Employee Liability

Oregon State University employees who have within the scope of their employment the responsibility to respond to emergencies are provided protection from personal liability under the Oregon Good Samaritan Act. If the employee does not have the responsibility to respond to emergencies in their job description and they do respond, they are protected from liability by the Oregon Good Samaritan Law, Oregon Revised Statue 30.800 referenced above. This law specifically states that a person rendering emergency aid in the workplace is covered.

Responsibilities

Acquiring AEDs

Some AED devices may require a physician’s prescription prior to acquisition from the manufacturer. It is the responsibility of the AED program applicant/owner to determine if a prescription is needed prior to submittal of the AED Request Form to EH&S.

OSU departments may be able to take advantage of competitive pricing from specific AED manufacturers through the Oregon Cooperative Purchasing Program.  The Oregon Cooperative Purchasing Program allows its members (OUS institutions) to utilize certain Oregon State Price Agreements. 

AED Owner

Departments and other administrative units that acquire an AED are responsible for operating and maintaining the device to meet regulatory compliance, the standards of the manufacturer, programmatic standards of the American Heart Association or the American Red Cross, and the OSU policy.  AED owners must:

  • Designate an individual who will be responsible for the management of the AED program for the department or unit.
  • Develop an AED program for their respective department or unit.
  • Submit the AED Request Form to EH&S for approval prior to purchasing the AED.
  • Ensure that inspections and maintenance are conducted in a timely manner and in accordance with written user and service manuals provided by the manufacturer.
  • Purchase and replace batteries, pads and other supplies as needed.
  • Provide or arrange for training and refresher training in AED use for staff. Units should make a reasonable effort to train sufficient staff in order to have at least one trained staff person on site during normal business hours.
  • Maintain on-site records as listed below in the "Required Site Records" section.
  • Notify the Human Resources Department, via submittal of an AED Incident Report, within 24 hours of an incident or before the end of the business day.

AED Policy Committee

The AED Policy Committee shall consist of the University Health & Safety Committee.  AED program applications will be reviewed by the UHSC with a minimum quorum consisting of EH&S, Student Health Services, and the Department of Recreational Sports. The Committee is responsible to:

  • Monitor the implementation of this policy and approve policy changes.
  • Review special circumstances and requests for variations from the AED policy.
  • Conduct annual inspections to verify that AED owners are in compliance with this policy.
  • Monitor updates to legislation and regulations.

Environmental Health and Safety

A representative from the Environmental Health and Safety will serve as the OSU AED program coordinator. Environmental Health and Safety will:

  • Forward AED program applications submitted by departments or units to the UHSC for review.
  • Identify buildings/areas where AED’s are required.
  • Maintain and provide an inventory of AED locations on campus to the Department of Public Safety.
  • Act as a liaison between AED owners, manufacturers and health agencies to assist in unit maintenance and compliance issues.
  • Review AED Incident Reports in concert with Student Health and consult AED owners to determine if programmatic changes are needed.

Responder

Anyone may, at their discretion, provide voluntary assistance to victims of medical emergencies to the extent appropriate to their training and experience.

Student Health Services

The Director of OSU Student Health Services or designee will serve as the medical director for the AED program and will:

  • Provide medical direction and expertise on proper AED use.
  • Review and approve guidelines for emergency procedures related to AED use.
  • Review applications submitted to the UHSC by the AED owner/applicant.
  • Review AED Incident Reports and consult AED owner to determine if programmatic changes are needed.

Required Site Records

The following records must be maintained at or readily accessible to the AED location, except for AEDs located in places of public assembly, where centralization of records is allowed:

  • The AED Request Form as approved by the UHSC.
  • Guidelines for use and manufacturer's instructions.
  • Self-inspection records.
  • Training records, including a description of the training program.
  • The identity of the department's AED program manager.
  • AED Incident Reports.

Training

It is the responsibility of AED owners to provide or arrange for initial and refresher training in AED use for staff and maintain on-site training records, including a description of the training program.  Oregon State University recommends that all staff identified for AED training successfully complete an American Heart Association or American Red Cross CPR/AED course. The Department of Recreational Sports offers approved training classes to assist the AED owner in this area.

Training is optional for those AEDs required within places of public assembly.

Incident Notification and Documentation

Departments or units must notify the Human Resources Department within 24 hours of an incident or before the end of the business day. The AED owner must complete and submit an AED Incident Report to Human Resources as part of this notification.

Regulations and Guidelines

       Cardiac Arrest Survival Act of 2000. U.S. Public Law 106-505 (11-13-2000). This law encourages the placement of AEDs in federal buildings (42 U.S.C. 238p) and provides nationwide Good Samaritan protection (42 U.S.C. 238q) that exempts from liability anyone who renders emergency treatment with a defibrillator to save someone's life.

       Community Access to Emergency Devices Act. Community AED Act. U.S. Public Law 107-188 (6-12-2002). This act authorizes federal grant funds for the purchase and placement of AEDs in public places, training First Responders on AEDs and encouraging private companies to purchase and train employees on use of AEDs (42 U.S.C. 244 and 245).

       Federal Food and Drug Administration Regulations. A good summary of these regulations is contained in the URMIA White Paper available from the Office of Risk Management. The most important requirement is that any AED program must have medical oversight by a physician familiar with sudden cardiac arrest and the operation of AEDs.

       Guidelines for Public Access Defibrillation Programs in Federal Facilities (January 18, 2001). 66 Federal Register 2001. This publication provides a general framework for initiating a design process for an AED program in federal facilities and discusses the essential elements of such a program.

       Oregon Good Samaritan Act. Oregon Revised Statue §30.800. This act provides that a person who in good faith renders emergency care and assistance, without compensation, shall not be responsible for civil damages for any acts of omissions during the provision of emergency care. This Good Samaritan Act provides protection to a rescuer, even an untrained rescuer, who uses an AED on a cardiac arrest victim, except where gross negligence occurs.

       Oregon Senate Bill 556 (to be codified within ORS 431): Effective 1/1/2010, all places of public assembly with 50,000 ft2 or more and where at least 25 individuals congregate, shall possess at least one AED.  EH&S will identify those facilities that meet this definition.

Forms

AED Request Form: http://oregonstate.edu/ehs/sites/default/files/doc/aed-request-form.doc

AED Maintenance Logs: http://oregonstate.edu/ehs/sites/default/files/xls/aed-inspections-logs.xls

AED Incident Report: http://oregonstate.edu/ehs/sites/default/files/doc/aed-incident-report.doc  

Resources